Should each campus set its own prices?

Usually not. One price list for the whole centre avoids confusion when families move between campuses, so allow differences only for services that a single campus offers.

How much access should a campus manager have?

Full access to their own campus's families, tutors and timetable, and none to other campuses. Keep prices, policies and billing terms with the owner or finance.

How do I compare campuses fairly?

Use the same measures for each campus every month, such as active students, attendance, late cancellations, room use and overdue money. Look at the trend over several months rather than a single month.

Running a tutoring centre across several campuses

6 min read · Updated 2026-10-18

In short

A multi-campus tutoring centre runs best with one price list and one set of policies, campus managers who can see and change only their own campus, rooms and opening hours set per campus, and clear rules for tutors who teach at more than one. Report each campus on the same measures, so you compare like with like.

Ask an owner with a second campus what changed and you rarely hear "twice the work". You hear that one front desk quoted a different cancellation fee from the other, that a tutor was booked at two campuses at 4.30 on the same Thursday, and that the only way to know how the new campus was going was to wait for the accountant. A second campus is a different kind of work: keeping several front desks saying the same thing, sharing tutors without double-booking them, and seeing each campus clearly. Here is what tends to work.

One price list, one set of policies

Families talk, and many move between campuses as their children change schools. Different prices or cancellation rules at each campus produce awkward conversations and a lot of exceptions. Keep one price list and one written policy for the whole centre, and allow a difference only where there is a real reason, such as a campus that offers a service the others do not.

One cancellation policy, with the same notice period and fee everywhere
One enrolment form, with campus as a question rather than a separate form
One set of terms and one privacy notice
Prices set centrally; campus managers can explain them but not change them

If you are reviewing prices at the same time, our pricing article walks through the numbers. In XTutio the price list, billing terms and cancellation policy belong to the centre, so every campus quotes the same figure because there is only one figure to quote.

Decided once, or by each campus

Decided once, for every campus

Prices
The cancellation policy
The enrolment form and terms
The privacy notice

Run by each campus

Opening hours
Rooms and which may be shared
The timetable
Its own staff and families

Campus managers who see their own campus

A campus manager needs full control of their campus and very little of anyone else's. Give them their own families, students, tutors and timetable, and keep the centre-wide settings, prices and policies with the owner. It reduces mistakes, keeps families' details in fewer hands, and makes it clear who is responsible for what.

Each campus manager is restricted to their own campus or campuses
Reception can see rooms and timetables without changing room settings
Prices, policies and billing terms are changed by the owner or finance only
Every staff member has their own sign-in, with two-step sign-in for anyone handling money
A named safety contact covers every campus, with a backup

In XTutio an admin can be limited to some campuses. They then see and change only the families, students and staff at those campuses, an import they run can only bring people into those campuses, and they can adjust one person's access at their campuses but never rewrite a whole role for the centre. Our article on staff roles and permissions explains how to set that up without giving anyone more than they need.

Rooms and timetables per campus

Each campus has its own opening hours, rooms and quirks. Set opening hours per campus, so that how busy a room is gets measured against when that campus is actually open. Decide which rooms can be shared by small lessons side by side and which cannot, and stop clashes when a lesson is booked rather than discovering them at 4 pm.

A floor plan per campus helps more than people expect. New tutors find their room, students sit at the same desk each week, and the front desk can see at a glance which rooms are free on a Thursday evening. XTutio keeps a floor plan per campus and floor, wall screens for each campus showing what is on in each room, and opening hours per weekday with a one-tap copy from Monday to the rest of the week. Our rooms guide covers the set-up.

A week's room use across three campuses, each room's share of open hours in a heat map, with closed days marked. — Room use across campuses in XTutio, on made-up data, measured against each campus's own opening hours. See how it works

Moving tutors between campuses

Tutors who teach at two campuses are an asset, but they need rules. Allow travel time between campuses in the timetable, never back to back. Decide whether a tutor's home campus or the lesson's campus manages them, and whose manager signs off their pay. When a tutor covers a lesson at another campus for a week, record it as cover, so the student keeps their regular tutor and nobody has to rebuild the timetable afterwards.

Every tutor has a home campus, even if they teach at others
Leave real travel time between lessons at different campuses
Cover for a week is recorded as cover, not as a change of tutor
The same checks and clearances apply at every campus

When a lesson moves to another tutor on XTutio's calendar, it asks each time whether this is cover or a change of tutor, and shows any clash before anything is saved. See rooms and seating and scheduling.

Reporting per campus

Compare campuses on the same few measures every month, and look at the trend rather than one month alone. A campus that is smaller but growing is often healthier than a large one that is slowly shrinking.

Active students and new enrolments
Lessons taught and attendance
Late cancellations and no-shows
Room use against opening hours
Money invoiced and money overdue
Tutor hours and tutor turnover

Share each campus's numbers with its manager. People improve what they can see, and a manager who only hears about their campus at a quarterly review has no chance to fix anything in between.

Questions centres ask

Should each campus set its own prices?: Usually not. One price list for the whole centre avoids confusion when families move between campuses, so allow differences only for services that a single campus offers.
How much access should a campus manager have?: Full access to their own campus's families, tutors and timetable, and none to other campuses. Keep prices, policies and billing terms with the owner or finance.
How do I compare campuses fairly?: Use the same measures for each campus every month, such as active students, attendance, late cancellations, room use and overdue money. Look at the trend over several months rather than a single month.